Executive Secretary - Agenda Creator

Executive Summary                                                                                                 By:  Chase Morgan

Having served as the executive secretary in my ward bishopric for the past 2 years, I’ve spent hours and hours creating meeting agendas and emailing them out to the different members of the ward every week. Every Saturday, I have to compile all of the information into the agenda templates for the different meetings (Bishopric, PEC, and Ward Council), create an email message, and send the email to a different list of people depending on which meeting it is. This weekly process takes around an hour each week. The process is the same, meaning there had to be a better way – Enter, the Agenda Creator.

With my automated agenda creator, a simple user form is pulled up, the meeting type and email list is selected, and the different agenda items are filled out in one easy to use form. After filling out the form, you select “Create Agenda”, and the information is automatically printed into the meeting template selected and the document is saved to the desktop. Another prompt will pop up to login to your Gmail account. After pressing OK, the program then attaches the agenda, populates the correct email message, and automatically sends the email and agenda attachment to the correct list. In just 5 minutes, the meeting agenda is created and sent!

The resulting documents are then used by the Executive Secretary to take minutes during the meetings. They can then save the document into the appropriate folder, save the action items that would be needed next week into the excel file, and the notes can then be pulled into the next week’s minutes when the following week’s agenda is created. 

Project Write Up

Excel + Docs Folder